Online etiquette: Manners have their place in the electronic jungle. (Spotlight).

Although email has become as universal as the telephone for contacting colleagues and clients, precious few fully understand the protocols of Internet communication. The following is a brief summary of the accepted codes of behavior for emailing. By following such guidelines, polite users help to make the Internet a civil place for communicating and sharing ideas.

EASY ON THE SHOUTS AND BANGS

When composing email, use normal text case. Avoid using all capital letters in a message, as this is generally frowned upon. It's okay to use all caps for headings and titles in your message, or even to EMPHASIZE certain words, but anything beyond that is equivalent to shouting at someone. Also, don't overuse punctuation!!!! Use of exclamation points ("bangs") is not acceptable and considered rude.

QUOTING

Quoting refers to the inclusion of an email's original text when replying and is often very helpful to a recipient. Days or weeks can pass between the time a message is sent and a reply received. During that time, people can easily forget what the original message was about. Editing quoted messages is not recommended, but if it is necessary, be careful not to change the overall meaning. A better option might be to include the original email in your response.

COMPANY EMAIL IS FOR BUSINESS ONLY

A company email account is usually provided to all employees for sending and receiving business-related messages, and should not be used to send email and attachments not specifically related to company business.

Reduce email traffic by deleting--not forwarding--non-business email. Refrain from creating or forwarding "chain-letter" email, which can have a negative impact on system resources. This negative impact can also result from attaching large graphic and/or video files to a message.

Reduce incoming traffic by politely mentioning the company's policy to people who send you non-business email. In extreme cases, a disregard of this policy could result in an email address being permanently blocked from receipt by any company account.

Do not subscribe to email listservs or automated mail generators which are not related to company business.

Always keep in mind that your company email contains your name and the company's name, and that its use reflects on both. So represent the company well and do not jeopardize client relationships or the company's reputation by emailing links to non-professional sites or by posting negative comments.

PUT OUT THE FLAMES

A flame is a verbal attack in electronic form. When users send email back and forth and continue flaming each other, it's called a flame war. To avoid a flame war, be polite. As a general rule of thumb, don't send email when you're upset--you might say something you'll regret. Although it may be therapeutic to flame, hit "Delete" instead of "Send." Compose a second message when you've calmed down, and never use offensive language. To ensure your intentions are understood, try using an emoticon. Emoticons are simple strings of characters that convey a writer's feelings. Emoticons replace body language or facial expressions and may help to convey your message more clearly.

:-) Smiley Face

;-) Wink

:- Indifference

:-> Devilish Grin

:-D Shock or Surprise

:-/ Perplexed

:-( Frown

:-P Wry Smile

:-e Disappointment

:-@ Scream

PRIVACY

Always keep in mind that an email is not necessarily private. Your message may be forwarded to many people without your knowledge. Treat the security of email about the same as a message on a postcard. Anyone along the chain of distribution may see what you've had to say. As a general rule of thumb, when you have sensitive messages to convey, consider using a more secure medium. And remember, all email sent outside the network should include the company's disclaimer, as set forth by company management.

Michael Patterson is an attorney at Strasburger and Price.